Portal Help & FAQ

AI Governance Shield™ is built for healthcare practices using AI tools:

• Primary care and internal medicine
• Specialty medicine (cardiology, dermatology, orthopedics, etc.)
• Behavioral health: psychiatry, psychology, addiction medicine, counseling, integrated behavioral health, substance use disorder treatment
• Solo practitioners through group practices (Enterprise tier required for 30+ providers or multi-state operations)

Specialty-specific policy overlays apply when relevant to your practice. Behavioral health practices receive a Behavioral Health AI Disclosure Notification overlay alongside the standard policy library — the assessment adapts to your practice type rather than treating every practice the same.

The certification is a governance evaluation of your AI use across your full governance posture — from patient disclosure and oversight to vendor, training, insurance, and billing exposure.

Your engagement ends in one of three outcomes: Certified (your governance meets the standard), Conditional (defined gaps remain, with a remediation roadmap and one re-review included), or Not Certifiable (gaps significant enough to require fundamental work before re-engagement).

Initial certification: we begin within 24 hours, and your certification is typically delivered within 5–20 business days of completed intake.

Recertification: 5 business days. We already have your governance posture documented from the prior cycle — the recert focuses on what's changed (new AI tools, new jurisdictions, regulatory updates, incidents, policy refinements).

You receive a confirmation email when intake completes, then a delivery email with your bundle when assessment finishes. If we need clarification on any input, we'll reach out via the contact channel on file within 48 hours of receiving your intake.

Sentinel Risk Group does not receive patient health information (PHI) in the standard engagement model. The intake asks about your governance posture — policies, vendors, training, oversight — not about individual patients.

You de-identify any documents before uploading per HIPAA Safe Harbor (remove the 18 identifiers: names, dates of birth, MRNs, SSNs, etc.). The intake wizard tells you when an upload is needed and what to scrub.

What we receive: governance documentation, vendor agreements, AI use policies, staff training records, your AI tool inventory, malpractice declarations.

What we do not receive: patient records, clinical notes (unless you've manually de-identified and chosen to upload), billing data with patient identifiers, anything from your EHR directly.

Storage: encrypted in transit (TLS 1.3) and at rest. Uploads land in a HIPAA-eligible AWS region (us-east-1) under a signed BAA between Sentinel Risk Group and AWS — that BAA covers the rare case where PHI accidentally lands in our quarantine bucket.

Documents are accessible only to your assigned reviewer. Not shared with other practices, third parties, or carriers without your explicit written request.

Size limit: 25 MB per file. If a PDF is too large, compress it with a free tool like smallpdf.com or ilovepdf.com. If a phone photo is too large, email it to yourself first — most email apps auto-compress.

HEIC fix (iPhone): Settings > Camera > Formats > "Most Compatible". All future photos save as JPG. For existing HEIC files: open the photo, tap Share, then "Save to Files" — the saved copy is JPG.

Phone photos of printed documents: lay flat, good lighting, hold phone directly above (not at an angle), one page per photo.

A secure ZIP bundle containing:

• Certification Report (PDF) — full assessment narrative, scoring detail across your governance profile, evidence index, defensibility playbook for carrier and audit responses
• Certificate of AI Governance (PDF) — single-page certification with reference number and validity dates, suitable for posting in your practice or sharing with partners
• Ten governance policy templates (DOCX) — you fill in clinic-specific operational details (escalation contacts, review cadences, designated AI officer name) before circulating internally
• Patient AI Disclosure Notice (DOCX) — patient-facing disclosure your practice can adapt
• Staff AI Training Acknowledgment (DOCX) — sign-in sheet template for your training program
• AI Scribe Spot-Check Log (DOCX) — template for ongoing oversight documentation
• Invoice (PDF) — itemized billing record

Behavioral health practices receive an additional Behavioral Health AI Disclosure Notification policy in addition to the standard ten.

For Conditional outcomes, you receive a Gap Assessment & Remediation Roadmap (PDF) instead of the Certification Report, with a prioritized list of governance gaps to address before re-submission. You have 180 days from your initial assessment to address gaps and re-submit, with a 30/60/90-day prioritization within the roadmap. One re-assessment is included at no additional cost during the remediation window.

For practice-specific questions — your AI tools, your specialty, your engagement state — open the Governance Support chat (bottom-right of this page). It can answer most questions immediately. With your AGS reference number and contact email handy, you'll get answers tailored to your engagement.

For anything the chat can't handle — finding disputes, refund questions, custom arrangements (including a health system’s own BAA form — our standard conditional BAA is self-serve at /baa), regulatory inquiries, or things outside scope — use the contact form below and we'll route appropriately within one business day.

For legal questions specifically, consult a licensed attorney in your jurisdiction. Sentinel Risk Group is not a law firm and does not provide legal advice.